PART TIME STAFF HANDBOOK – REC PROGRAMS

Table of Contents
Important Phone Numbers .......................................................................................................................................... 3
Orientation Checklist.................................................................................................................................................... 4
Strategies for Success – Self Assessment Checklist .................................................................................................. 5
Ontario Legislation ....................................................................................................................................................... 7
1. Ontario Human Rights Code and City of Markham Human Rights and Anti-Harassment Policy ........................ 7
2. Accessibility for Ontarians with Disabilities Act, 2005 (AODA) – Accessibility Standards for Customer Service
(Ontario Regulation 429/07) ..................................................................................................................................... 7
3. Municipal Freedom of information and Protection of Privacy Act (MFIPPA) ....................................................... 7
Policies and Procedures – Health and Safety First Aid Kits ........................................................................................ 8
First Aid Kits ............................................................................................................................................................. 8
Health and Safety..................................................................................................................................................... 8
Employer’s Responsibilities (Section 25, 26, 27) ................................................................................................. 8
Employee’s Responsibilities ................................................................................................................................. 8
Employee’s Rights ................................................................................................................................................ 9
Personal Protective Equipment................................................................................................................................ 9
Workplace Hazardous Materials Information System (WHMIS) .............................................................................. 9
Policies and Procedures – Operational ..................................................................................................................... 10
Anti-Bullying policy ................................................................................................................................................. 10
Participant Code of Behaviour Policy..................................................................................................................... 10
Prohibited Management of Participant Behaviour ................................................................................................. 10
Positive Camper Behaviour Management ............................................................................................................. 11
Confidentiality......................................................................................................................................................... 11
Customer Service – General Information .............................................................................................................. 11
Diversity, Inclusion, Access and Equity Awareness .............................................................................................. 12
Handling Customer Complaints ............................................................................................................................. 12
Unauthorized Teaching/Soliciting .......................................................................................................................... 13
Emergency Response Plan ................................................................................................................................... 13
Lockdown Procedures ........................................................................................................................................ 14
Types of Emergencies ........................................................................................................................................ 14
Medical Emergencies Involving Employees ....................................................................................................... 14
Minor Medical Emergency – Procedures ........................................................................................................... 14
Minor Medical Emergency – Follow-up/Communication .................................................................................... 15
Major Medical Emergency – Follow-up/Communication .................................................................................... 16
Equipment .............................................................................................................................................................. 16
Equipment and Supplies .................................................................................................................................... 16
Equipment Loans to Staff ................................................................................................................................... 16
Expenditures .......................................................................................................................................................... 16

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 Illness ..................................................................................................................................................................... 17
Program Cancellations/Service Disruptions .......................................................................................................... 17
Program Delivery and Evaluation .......................................................................................................................... 19
Participant Attendance ........................................................................................................................................... 19
Police Protocol Policy............................................................................................................................................. 19
Supervision of Participants .................................................................................................................................... 19
Supervision of Staff ................................................................................................................................................ 19
Valuables ............................................................................................................................................................... 20
Publicity, Promotion and Media ......................................................................................................................... 20
Media Relations .................................................................................................................................................. 20
Parents/Guardians Taking Photos/Videos ......................................................................................................... 20
Use of Photographic Devices in Change Rooms and Washrooms.................................................................... 20
Reporting .............................................................................................................................................................. 20
Child Abuse Reporting ....................................................................................................................................... 20
Incident/Accident Reporting ............................................................................................................................... 20
Policies and Procedures- Staff Related ..................................................................................................................... 21
Absence ................................................................................................................................................................. 21
Conflict of Interest Policy ....................................................................................................................................... 21
Employee Assistance Program .............................................................................................................................. 21
Fraud Prevention.................................................................................................................................................... 21
Information Technology – Acceptable Use ............................................................................................................ 22
Lunch and Rest Periods ......................................................................................................................................... 22
Performance Appraisals ......................................................................................................................................... 22
Vulnerable Sector Screening ................................................................................................................................. 22
Payroll ................................................................................................................................................................... 23
Process ............................................................................................................................................................... 23
Change of Personal Information......................................................................................................................... 23
Hours of Work..................................................................................................................................................... 23
Mileage Claims ................................................................................................................................................... 23
Statutory Holidays & Pay.................................................................................................................................... 23
Staff Conduct ...................................................................................................................................................... 23
Staff Uniforms ..................................................................................................................................................... 24
First Aid Certifications, Training ......................................................................................................................... 24
Meetings/Training ............................................................................................................................................... 24
Staff Orientation ..................................................................................................................................................... 24
HIGH FIVE: Principles of Healthy Child Development (PHCD) ............................................................................. 25
Human Rights and Anti- Harassment Policy .......................................................................................................... 25
Smoke free Workplace ........................................................................................................................................... 25
Workplace Violence ............................................................................................................................................... 25
Signature Page .......................................................................................................................................................... 27

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Important Phone Numbers
If dialing from a City location, press 9 for outgoing calls

Child Abuse Reporting

York Region Children’s Aid Society 905-895-2318
Jewish Family and Child Services 905-303-5838

City of Markham
General Enquiries (Switchboard) 905-477-7000

Aaniin Community Centre (Direct Line) 905-475-4851

Angus Glen Community Centre (Direct Line) 905-944-3777

Centennial Community Centre (Direct Line) 905-470-3590

Crosby Arena (Direct Line) 905-477-1543
Mount Joy Community Centre (Direct Line) 905-415-7503

Thornhill Community Centre (Direct Line) 905-944-3800

Emergencies
Police, Fire, Ambulance Emergency 911
York Region Police Non-Emergency 1-866-876-5423

Kids Help Phone 1-800-668-6868

Ontario Poison Control Centre 416-813-5900

Please have the following information ready to ● Name of Product
give to the specialist: ● Amount Taken
● Time Taken

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Orientation Checklist
Knowing your facility is essential to performing your job safely, efficiently, and effectively.
Locate the following features/procedures at your work location(s) before your first shift.

□ Basic Amenities (e.g. entrances, washrooms, etc.)

□ Emergency Exits
□ Emergency Procedures (facility-specific)
□ Emergency Response Plan
□ Facility Keys
□ Fire Alarm
□ Fire Extinguisher
□ First Aid Kits / AED Units
□ Maintenance Office
□ Safety Data Sheet Binder
□ Facility Features
□ Facility Procedures:
 Evacuation Procedure
 Fire Alarm Procedures
 Lockdown Procedures
□ Payroll Process
□ Storage and Equipment Rooms
□ Telephone Information Sheet
□ Telephones

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Strategies for Success – Self Assessment Checklist
Preparation and equipment
 Arrive early to prepare equipment in advance
 Do not settle for broken or age inappropriate equipment. Report any shortcomings
immediately to supervisor.
 Start on time – do not wait for latecomers.
 Prepare and review lesson plan in advance. Share with all staff working the program.
 Don’t chat idly with colleagues – perception is that you are talking about the weekend and
not focusing on the participants.

Strategies to be a Caring Adult

 Learn each participant’s name.
 Greet each participant at the start of each day.
 Say goodbye to each participant as he or she leaves.
 Look every participant in the face when they talk to you.
 Squat down to get to their eye level.
 Smile at each participant when you talk to them.
 Talk with your supervisor if a participant is coming to the program in obvious distress.

Strategies to help participants make Friends

 Introduce participants to each other and new participants to the rest of the group.
 Ensure participants pick different partners for games.
 Do not tolerate putdowns, isolating behaviour or teasing, never use them yourself.

Strategies for Play

 Try to build Play into structured activities.
 Free play is good if in a controlled setting (5 – 10 minutes).
 Try not to focus on the score, but rather emphasize the sportsmanship, teamwork etc.

Strategies for Mastery

 Participants learn by doing.
 Minimize standing around.
 Simplify rules and modify games so that all participants can succeed.
 Provide challenges that are Developmentally Appropriate and praise participants when they
succeed. Be specific with what skills you are praising.
 Find something each participant can be successful at and give him or her opportunities to
demonstrate this Mastery.

Strategies for Encouraging Participation

 Involve participants in planning, carrying out and evaluating activities.
 Avoid elimination games unless you have a second, equally fun and engaging game in
progress for “eliminated” players to Play.
 Avoid appointing a captain and picking teams.
 Give participants choices about what they can do, make or Play.
 Encourage peer teaching and leadership among your group.
 Be creative to increase opportunities for participation.

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The City of Markham is a Registered Organization with HIGH FIVE®. All Counsellors, Supervisors and
Directors in the camp programs have training in Principles of Healthy Child Development. All pre-
approved program activities and program plans that you will be working with this summer have been
designed with these Principles and Design Guidelines in mind.

HIGH FIVE® Principles and Design Guidelines are embedded in all activities:

Principle Explanation Example

 Introduce participants to each other and new participants to the
FRIEN

Activities support rest of the group.

DS

the development  Ensure participants pick different partners for games.

of friendships  Do not tolerate putdowns, isolating behaviour or teasing, never
use them yourself.
 Try to build Play into structured activities.
PLAY

 Free play is good if in a controlled setting (5 – 10 minutes).

Children learn
 Try not to focus on the score, but rather emphasize the
through play.
sportsmanship, teamwork etc.

 Participants learn by doing.

 Minimize standing around.
MASTERY

Skill development  Simplify rules and modify games so that all participants can
is focused on succeed.
activities designed  Provide challenges that are Developmentally Appropriate and
for various skill praise participants when they succeed. Be specific with what
levels to enable skills you are praising.
individual mastery  Find something each participant can be successful at and give
him or her opportunities to demonstrate this Mastery.

 Involve participants in planning, carrying out and evaluating

PARTICIPATI

activities.
Activities are
 Avoid elimination games unless you have a second, equally fun
designed so that
and engaging game in progress for “eliminated” players to Play.
everyone is
ON

 Avoid appointing a captain and picking teams.

participating on
 Give participants choices about what they can do, make or Play.
some level at all
 Encourage peer teaching and leadership among your group.
times
 Be creative to increase opportunities for participation.

 Learn each participant’s name.

 Greet each participant at the start of each day.
Counsellors focus

CARING

Say goodbye to each participant as he or she leaves.

ADULT

on caring for the

 Look every participant in the face when they talk to you.
emotional and
 Squat down to get to their eye level.
physical safety of
 Smile at each participant when you talk to them.
the child while
leading activities  Talk with your supervisor if a participant is coming to the program
in obvious distress.

All programs are designed to ensure that they are child focused and considerate of the HIGH FIVE®
Design Guidelines to be DEVELOPMENTALLY APPROPRIATE, SAFE; AND WELCOMING OF
DIVERSITY AND UNIQUENESS.

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Ontario Legislation
1. Ontario Human Rights Code and City of Markham Human Rights and Anti-
Harassment Policy

Under the Ontario Human Rights Code, every person has a right to equal treatment by the City
of Markham, with respect to services and facilities without discrimination or harassment based
on the prohibited grounds listed below. “Grounds” refer to these identities of people. “Prohibited
grounds” indicates that these identities are protected from discrimination or harassment under
the Code.

 Race  Ethnic Origin  Age

 Political Affiliation*  Ancestry  Citizenship
 Marital Status Level of Literacy*  Place of Origin
 Creed(religion) Family Status  Colour
 Sexual Orientation Disability
 Sex (including pregnancy, breast feeding and gender identity)
*added by the City of Markham

The City of Markham adopted the Respect in the Workplace Policy to ensure ethical and
respectful service and employment practices that incorporate equitable treatment for all
employees, residents and recipients of municipal services. The goal of the Respect in the
Workplace Policy is to create a climate of understanding and mutual respect where each
person feels a part of the community and is able to contribute fully of the development and well-
being of the City of Markham.

Under the Human Rights Code, everyone has the right to be free from discrimination in the
areas of services, goods or facilities based on grounds of the Code. This right includes the right
to “reasonable accommodation” to ensure that people can access, participate in, and enjoy
services and programs provided by the City of Markham. Providing services includes programs,
customer service, attitude and ensuring our centres provide a welcoming space.
Accommodation means making special arrangements for some people, so they can have the
same opportunities as everyone else.

2. Accessibility for Ontarians with Disabilities Act, 2005 (AODA) – Accessibility

Standards for Customer Service (Ontario Regulation 429/07)
The Accessibility Standards for Customer Service, Ontario Regulation 429/07, which sets out
obligations on how to provide goods or services in a way that is accessible to people with
disabilities in Ontario, is the first of five areas for which accessibility standards are being
developed. The others are transportation, information and communications, employment and
built environment. The ultimate goal is to achieve accessibility for all Ontarians with disabilities
by 2025.

3. Municipal Freedom of information and Protection of Privacy Act (MFIPPA)

Freedom of Information
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Anyone may request access to recorded information from the City of Markham. Requests must
be made in writing by submitting an “Application for Access / Correction to Records” to the
Legislative Services Department. An application fee will be charged. The City of Markham must
respond to the request within 30 calendar days. Patrons requesting a copy of an accident or
incident report form must submit a request as described above.

Protection of Personal Privacy

Personal information includes recorded information about an identifiable individual, such as
name, address, phone numbers, race, ethnic origin, age, and/or marital status.
Personal information can only be used for the purpose for which it was collected. Staff must not
disclose personal information about any staff or participants under any circumstances (e.g.
leaving class lists open for view, talking to a parent about another child, etc.)

For more information, please refer to the City of Markham Confidentiality Agreement.

Policies and Procedures – Health and Safety First Aid Kits

First Aid Kits
First aid kits meeting workplace health regulations will be made available in all designated
program location areas under the care of designated and certified First Aiders. Familiarize
yourself with their location and report to the appropriate staff if stock is required.

Health and Safety

The City of Markham is committed to ensuring that the workplace is a healthy and safe
environment. Employees are responsible to perform their respective duties in a manner that is
safe for both themselves and their colleagues.

Under the Occupational Health and Safety Act and associated regulations, contractors,
employers, supervisors, Staff, owners and suppliers all have specific rights and responsibilities.
The following are highlights from the Act:

Employer’s Responsibilities (Section 25, 26, 27)

 Maintain health and safety in the workplace.
 Take every precaution reasonable in the circumstances for the protection of Staff.

Employee’s Responsibilities
 Be aware of and comply with procedure and requirements of the Fire Code, Occupational
Health and Safety Act, Highway Traffic Act, and other applicable legislation or municipal
regulations.
 See your Full-Time Supervisor for information/training specific to your position.
 Report any hazardous conditions or unsafe work procedures to your Supervisor
immediately.
 Report all accidents/incidents to your full-time supervisor immediately.
 Complete appropriate staff accident/incident forms as soon as possible.
 Use equipment in a manner that would not endanger yourself or colleagues.

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  Properly use and care for personal protective equipment including, protective clothing and
safety equipment.

Employee’s Rights
 The right to know about hazards in the workplace
 The right to participate in creating a safe workplace
 The right to refuse unsafe work

For more information, please refer to the Ontario Occupational Health and Safety Act.

If the Ministry of Labour arrives at a City of Markham Recreation site for any reason, contact
your supervisor immediately.

Personal Protective Equipment

Personal Protective Equipment (PPE) includes equipment or devices worn or used to control
exposure to hazardous substances or conditions. Before any PPE is used by employees, they
will be made aware of the reasons for using PPE and how to properly use and maintain it.
Defective or damaged PPE should be reported to your supervisor immediately and shall not be
used.
Personal Protective Equipment can include but is not limited to:
 Footwear (must confirm with OHSA standards)
 Protective Face and Eyewear
 Head Protection (must confirm with CSA standards)
 Protective Hearing Equipment
 Respiratory Protective Devices
 Safety Vest and Reflective Clothing
 Hand Protection

Workplace Hazardous Materials Information System (WHMIS)

WHMIS is designed to provide you with hazard information about controlled products you may
encounter during your work day. You will be provided with mandatory WHMIS training when
you attend NEO/REO training, including where to find hazard information (Safety Data sheets),
the contents of WHMIS suppliers and workplace labels, and types of workplace hazard controls.
Employers are responsible to:
 Look for and read the labels on all products used at your job/program. Ensure that you
understand any hazards connected with the product, and how to protect
yourself/participants when using the materials.
 All containers must be labelled. If you put any cleaning, chemical or hazardous products
into smaller containers (a process called “decanting”) you must label the container. The
label must indicate the following (found on the label of the original container):
 Product Identification
 Safe handling information
 Safety Data Sheet (SDS) statement
 Hazard symbol

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Policies and Procedures – Operational
Anti-Bullying policy
Bullying is the expression of power through negative actions or aggressive behaviour which
causes physical and/or emotional harm to others. Bullying can involve criminal behaviour and
may take many physical or social forms including:
 Physical or sexual assault
 Theft, property damage
 Psychological, affecting how an individual feels about themselves and causing a
negative self-esteem (e.g. exclusion from a group, spread of gossip or rumours about
someone)
 Emotional, causing feelings of sadness or hurt feelings (e.g. verbal harassment: name-
calling, jokes, taunts, put-downs, threats, intimidation and sexist, racial or homophobic
comments)
 Cyber/electronic bullying (e.g. verbal and/or pictorial harassment through e-mail, text
messages, cell phones pagers or internet).

Staff are responsible to create a safe and caring environment free from bullying. Staff will
intervene to stop bullying and will use approaches that are positive, supportive, consistent and
proactive when dealing with participants.

Participant Code of Behaviour Policy

City of Markham Recreation Services, promotes a safe, welcoming, positive and inclusive
environment where people are valued and respected. Staff, volunteers and participants are
expected to be considerate, to respect people and their rights, and to show proper care and
regard for City property and the property of others.

The Code of Behaviour will be actively monitored by all staff. Document all violations on the
accident/incident report form and forward to your direct supervisor immediately.

Threat to the safety of a participant or staff is defined as:

 Physically aggressive behaviour

 Coarse Language
 Uncooperative behaviour
 Inappropriate behaviour

Prohibited Management of Participant Behaviour

All children will be treated respectfully, in ways that protect their well-being, individuality, self-
worth and self-esteem. The following staff and volunteer behaviours are unacceptable:

 Corporal punishment, physically aggressive or harmful treatment of children

 Sexual abuse and sexual harassment of children
 Threatening behaviour, harassment, abuse and stalking using the internet, social media
and other forms of technological communications
 Leaving children unattended
 Depriving children of nurturing care and not meeting their basic needs

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  Any form of prejudicial behaviour or derogatory comments directed at children due to
their race, ethnicity, religion, gender, ability, socio-economic status personal
characteristics or life circumstances
 Mocking, ridiculing, embarrassing, threatening, intimidating, evoking fear or any other
form of verbal, emotional or psychological abuse of children
 Swearing at or in front of children
Any staff member or volunteer suspected of these behaviours will be removed immediately from
having any contact with children and will be subject to a full investigation into their conduct. If
deemed appropriate according to the Child and Family Services Act, Section 72, an
investigation by the Children’s Aid Society of York Region will be conducted.

Positive Camper Behaviour Management

All children must be treated in a positive manner that supports their healthy development. All
staff and volunteers are obligated to adhere to the HIGH FIVE® Commitment to Children Policy
and:

 Treat children with respect, acceptance, and honesty

 Interact with children in a patient, interested, understanding and caring manner
 Promote feelings of competency and self-esteem
 Make children feel physically and emotionally safe and secure
 Encourage responsible, safe and mutually-respectful behaviour through positive
methods such as role-modeling, setting reasonable limits, providing choices and
recognizing appropriate behavior
 Guide inappropriate conduct by using positive child-guidance and behavior management
practice
 Accommodate individual differences and make all children feel equally welcome
regardless of gender, race, culture, economic status or ability

Confidentiality
The personal privacy of the children and families involved in camps is protected and valued. All
confidential information pertaining to children and their families will be kept secure at all times.
Staff members must not discuss details regarding any child within hearing range of other
children, parents/guardians and staff.

Any documentation, including attendance lists, medical care forms [except Severe Allergies and
Serious Medical Conditions Forms] must be safely stored out of the view of others.

Staff members and volunteers must abide by the City of Markham’s Confidentiality Policy at all
times, both during and after employment with the City. Information regarding program
participants must never be disclosed except to emergency services as warranted for the safety
and well-being of a camper.

Customer Service – General Information

The mission of the City of Markham staff is to serve a great city and its people. We serve
individuals, communities and the city as a whole. The City benefits greatly from the dedication
and professionalism that each of you brings to your work.

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The City of Markham is committed to being responsive to the needs of all its residents and
visitors. To do this, we must recognize the diverse needs of all our residents/visitors and
respond by striving to provide services and facilities that are accessible to all.
For more information, please refer to the Accessible Customer Service Policy.

Diversity, Inclusion, Access and Equity Awareness

The City of Markham is committed to providing equal opportunities for all participants through various methods that
accommodate diversity. All participants should be made to feel welcome, valued and included in all camps.

The Ontario Municipal Social Services Association (OMSSA) defines children with special needs as “children who, due to
emotional, familial, physical, behavioural, developmental, cognitive, communicative or emotional factors, are at risk of not
maximizing their potential. Special needs encompass children who require support and assistance with daily living, whether
formally diagnosed or not and whether a diagnosis is short or long term in nature.”

Awareness

A camper with special needs is regarded as a camper first. Through play, children have an opportunity to meet friends,
develop skills and increase their independence. Camp staff must strive to make this possible for ALL campers.

If the department knows that a child with special needs will be taking part in a camp, the Inclusion Team will plan for
supports and may send an Inclusion Counsellor to assist. Activity plans may have already been modified to enable the child
to fully participate. In these cases, Counsellors will be oriented regarding the special needs of the child.

Children may have an undisclosed or “invisible” special need, including a behavioural challenge, low attention span or
hearing disability.

If a child has not been identified, Counsellors should discreetly advise the supervisor and ensure that the child is not at risk
while they participate in the early part of the program. The supervisor will contact the Inclusion Director, who will in turn
contact the parent/guardian to determine if special supports may be needed.

Value each child and provide as much support as possible to keep them safe and participating while additional supports are
sought. Your Supervisor and an Inclusion Counsellor can help you adapt activities so that the child can participate to their
best ability.

Focus on the child’s abilities rather than disability when adapting activities.

Handling Customer Complaints

Whether the complaint is coming from a child or a parent, handling customer complaints must
be done in a sympathetic, calm and prompt manner. Using the following tips will help you to
diffuse a customer’s feelings of disappointment or anger. Follow the HEAR principle (Hear,
Empathize, Apologize, Response)

Hear
 Give the individual your complete attention
 Give them a chance to express their frustration
 Don’t speak until they’ve finished. Show genuine interest in what they have to say
 Repeat, reword or paraphrase their message to ensure that you understand them correct

Empathize
 Express that you can see that they are upset and you want to improve the situation
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  Do not state or imply that there is a fault or that the service has been bad
 Express your concern in terms of being sorry that they have been disappointed

Apologize
 Apologize that the customer has been experiencing frustration
 Explain the City’s policy/procedure and the reasoning behind it
 Do not attach blame, in any explanation. If you don’t know why their situation occurred
do not offer an explanation right away
 Ensure them that you will take action by consulting with the people involved and agree
upon when and how you will get back to the customer

Respond
 Respond with action if appropriate. Check policies and procedures
 Where necessary get help from your supervisor and ensure that the customer receives
follow up
 Don’t leave a problem unattended
 Ensure that the problem has been documented

Unauthorized Teaching/Soliciting
No person shall be permitted to conduct private lessons in the community centre for profit
during any City of Markham authorized recreational usage, or solicit services and/or products
during contracted time or utilize participant information for the purpose of personal gain.

Staff may not utilize any City information (ie: Class Lists) to promote or solicit City participants
outside of contracted time. Outside of contracted time includes time after a staff contract has
expired.

For more information please refer to the Unauthorized Teaching/Soliciting Policy.

Emergency Response Plan

Each Recreation Services program location has a site-specific emergency response plan to
help staff respond effectively to emergency situations, handle operational issues and deal with
media inquiries. The plan provides an overview of the assigned responsibilities for each of the
action steps.
Recreation staff should be familiar with emergency procedures if there is an incident at a facility
involving members of the public or staff.

If staff require counselling following involvement in an emergency situation, they may contact
the employee Critical Incident Stress Team Lead at 905-477-7000 ext. 3370.

Location staff must train for emergencies and practice action plans before a program season
starts and before a staff person starts their first shift. Staff must know the address, phone
number and nearest major intersection of their program location as well as the location of all
first aid kits, phones and fire extinguishers.

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Lockdown Procedures
A lockdown is an emergency situation where staff must ensure that everyone remains inside
the facility as evacuation of the facility will place participants, community and staff in danger.
Threats involving lockdowns may include:
 Sighting a dangerous weapon
 Hearing that a weapon or threat may be present or nearby
 A “person of interest” to police is inside or close-by.

Lockdown procedures are customized for specific facilities. Speak to your Full Time Supervisor
to review lockdown procedures for your program location.

Types of Emergencies
 Minor Emergency (Serious situation that is not life-threatening)
Examples: First aid accidents, vandalism, incidents involving non-violent behaviour.
 Major Emergency (life-threatening situation)
Examples: Electrical failure, fire, illness and injury (heart attack, bleeding, non-breathing,
shock) or violence.

Medical Emergencies Involving Employees

1. Follow procedures outlined in the City of Markham’s employee accident/incident
reporting process.
2. Immediately report all work-related accidents/incidents involving staff to the full-time
supervisor or the appropriate On-call supervisor.
3. If the staff member is critically injured, send them to the hospital and stay with them to
monitor the situation.
4. If an employee requires clinical care only, contact the full-time Supervisor to arrange for
transportation (i.e. ambulance or taxi) to a health-care facility.
5. Ensure the appropriate forms are sent with the patient to the doctor. The full-time staff is
responsible to ensure that the following documentation is completed as required by the
Human Resources Department:
a) Supervisor’s Report of Injury/Accident – A Supervisors Report of Workplace
Incident Form is to be completed together with the Supervisor where possible.
b) WSIB Staff’s Report of Injury (form 6) – to be completed by the employee at the time
of the accident.
c) Return to Work Information Form. – Section A to be completed by the staff or
employer; Section B to be completed by the treating health care professional and
returned to the staff.
All work-related accidents/incidents involving staff must be recorded on appropriate forms. You
must complete a form no matter how minor the incident/injury may seem.

Minor Medical Emergency – Procedures

1. Inform other staff of situation
2. Provide immediate and appropriate care of victim and/or situation
3. Seek appropriate medical care, where required.
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 4. Ensure that staff who are attending to the situation are adequately replaced or
participants are adequately supervised.
5. Return to normal program/operation at earliest appropriate time.

Minor Medical Emergency – Follow-up/Communication

First Staff Person at the Scene:
1. Identify the type of emergency.
2. Alert other staff at the program location.
3. Assess the situation. Check for hazards.
4. If safe to proceed, take appropriate action to protect yourself and others, and if
necessary wear gloves and a mask.
5. Assess the victim(s) for consciousness, breathing, bleeding, and injuries.
6. Assess whether the victim has sustained a critical injury – an injury of serious nature
that:
i. Places life in danger
ii. Produces unconsciousness
iii. Results in substantial loss of blood
iv. Involves the fracture of a leg or arm but not a finger or toe
v. Involves the amputation of a leg, arm hand or foot but not a finger or toe
vi. Consists of burns to a major portion of the body or
vii. Causes the loss of sight in an eye. (Ontario Occupational Health and Safety Act,
R.R.O. 1990, Reg.834, s.1).
If a critical injury has occurred to either a member of the public or a staff person, full-time
management staff must be informed immediately. Full-time staff is responsible to contact the
Ministry of Labour to investigate critical staff injuries. The full-time staff will determine whether
the Ministry of Labour needs to be called for a critical patron injury. All documents related to
critical injuries need to be forwarded to the full-time supervisor immediately.

7. Administer First Aid to the victim(s).

Other Staff at the Scene

1. Check in with the first staff at the scene
2. Activate Emergency Medical Systems (EMS) by calling 9-1-1. Please dial 9-9-1-1 when
using a City of Markham landline. Give the name and the address of your location. Listen
to the prompts from the dispatch operator and answer the questions in sequence. You
will need to explain what happened and the condition of the victim(s).
3. Help with administering first aid and bring and necessary equipment to the scene of the
emergency. Find out the medical history of the victim(s) if possible.
4. Record relevant data including names, addresses and phone numbers of witnesses.
5. Facilitate crowd control.
6. Meet the emergency vehicles at street entrance and direct personnel to the accident site.
7. Ask emergency personnel which hospital they will take the victim(s) to. Ensure that you
have obtained the badge number of the emergency personnel or Ambulance ID#
involved in treating the victim.
8. Provide Emergency personnel with any medical information about the victim.
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 9. If the victim is an adult, ensure their wallet/purse is sent with them to the hospital.
10. Contact the full-time Supervisor.

Major Medical Emergency – Follow-up/Communication

1. If the victim is a child, notify parents/ caregivers/ emergency contact of the victim’s
situation. Provide with the name of the hospital and the name and office phone number
of the full-time supervisor for the follow-up.
2. Do not discuss details of the situation with anyone. If the media contacts you, follow the
Media Relations Practices & Procedures.
3. Immediately identify witnesses of the incidents and interview witnesses for their
statements.
4. Seal off the accident site so that the area can be secured for follow-up investigation.
5. Complete an Accident/Incident Report, and submit it to your full-time supervisor
immediately.
6. If a program needs to be cancelled or a facility needs to be closed due to the incident,
the full-time supervisor will make arrangements to do so.
7. If possible, resume programming. Be aware that the area where a critical injury occurred
may need to be secured for the purpose of a Joint Health and Safety Committee or a
Ministry of Labour investigation.

Equipment

Equipment and Supplies

All equipment and supplies, whether damaged or whole, must be returned to inventory.
Inventory control will determine which items are salvageable and which are to be recycled or
replaced.

Equipment Loans to Staff

Staff are NOT permitted to borrow ANY equipment for their personal use.

Expenditures

Authorized Expenditures
Your Full-Time Supervisor must grant permission to obtain supplies and equipment. Do not
expect reimbursement for unauthorized items.

Cash Handling Procedures

Cash handling procedures must be reviewed with the staff that collect money. All cash received
must be acknowledged with a receipt. Staff must keep a record of all monies collected. All
monies must be deposited into a facility safe and deposited in the bank, as per cash handling
and internal control policies and procedures.

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Illness
Administration of Medication
Under some circumstances, staff may be responsible for the administration of prescribed
medication to participants. Approval is based on the full-time recreation staff’s ability to ensure
safe storage and administration of the medication. No staff person should administer
medication without appropriate briefing, training documentation and written consent from
parents/guardians.

Contagious Illnesses
Recreation Services Department procedures for managing the spread of contagious illness in
recreation programs and facilities are based on the Markham Public Health Procedures. The
procedures include information on:
 Prevention
 Hand washing
 Barrier protection
 Cleaning
 Disinfecting solutions and body fluid clean-up
 Garbage disposal
 Needle-stick injuries
 Injuries with body fluid exposures
 Body fluid exposures to the eyes, nose, or mouth
 Outbreak identification
 Managing an outbreak

Please refer to COVID-19 Insert for more information.

Ill Participants
Should a participant become ill during a program, staff must ensure the proper care for the child
and to protect the other children in case the child’s illness is contagious. Staff must contact the
parents/guardians to advise them of the child’s condition and arrange for the child to be picked
up if necessary, and/or contacting emergency medical services (911) if the illness is serious

Please refer to COVID-19 Insert for more information.

.

Program Cancellations/Service Disruptions

Accessibility for Ontarians with Disabilities Act, 2005, (AODA) – Notice of

Service Disruption
It is the City’s legal responsibility to inform clients if there is a temporary disruption in the
availability of services, programs and facilities used by persons with disabilities (e.g. temporary
loss of elevator service). The City will notify the public of the reason for the disruption of any
alternative facilities or services, via postings in conspicuous places at the affected premises,

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other City facilities, and the City’s Website www.markham.ca, as well as by other means that
will ensure that the notice reaches those persons potentially affected by the temporary
disruption.
Employee notification in the Event of Emergency Closures
In the event of an emergency facility closure (e.g. flood, power outage, labour disruption), part-
time staff should immediately contact their full-time supervisor for further directions.

Modifications/Cancellations/Closures Due to Severe Weather

In cases of extreme environmental conditions, Camp Counsellors must adjust program plans
and activities to ensure the safety of the children in their care. In cases of extreme
temperatures, high UV ratings, or smog alerts, ensure that children have:

 Access to shaded areas

 Access to drinking water to stay hydrated, sunscreen with an SPF (Sun Protection Factor
– ask their parents) of at least 30 and a hat
 Activities should not be overly physical as this can cause dehydration or result in
heatstroke and breathing problems for those affected by high smog conditions
 If there is serious concern about the well being of any child or staff member in extreme
weather conditions, inform your Camp Director, Full-time Supervisor/Coordinator and call
EMS

In all cases where a program operates in hot and humid conditions, staff must remain vigilant
for the signs of dehydration: not perspiring, appearing fatigued, no saliva in the mouth, fainting
– any camper displaying these symptoms must immediately receive first aid and EMS should
be contacted.

Please note that the City of Markham will not provide insect repellent or sunscreen for camp
participants. Parents/guardians are encouraged to provide children with both insect repellent
and sunscreen as necessary.

Counsellors will teach children how to apply sun screen as necessary, and remind children to
reapply throughout the day.

Extreme heat or other weather conditions (ex. thunderstorm) may require programs to be
cancelled. Decisions about program cancellations will be made by the City of Markham’s
Emergency Response Team.

Full-time staff will try to contact recreation staff to advise them of cancellations. Part-time
recreation staff may also be asked to assist in contacting clients.

Staff are paid for administrative duties related to the cancellation programs (i.e. calling clients).

Insufficient Registration
A program may be cancelled at management’s discretion if it deemed that the program has
insufficient registration.

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Program Delivery and Evaluation
HIGH FIVE QUEST 2 Program Assessments
The Recreation Services Department is committed to providing quality sport and recreation
programs and aims to provide every child with a positive experience in its programs.

In keeping with this commitment, staff that have been trained in “using the HIGH FIVE QUEST
2 Tool” will evaluate programs on a regular basis. HIGH FIVE QUEST 2 Program Assessments
are based on the HIGH FIVE Principles of Healthy Child Development training workshop.

For more information, speak to your Full-Time Supervisor and visit Highfive.org.

Participant Attendance
Program staff are responsible for maintaining accurate attendance for all programs. Attendance
lists must be:
 In the possession of staff at all times during the program hours
 Left in a secure place after program times
 Returned to the full-time recreation staff for inputting at the end of each session.

Police Protocol Policy

All staff responsible to maintain a co-operative relationship with police. When police enter a
facility, greet them, identify yourself as staff and offer assistance.
 If requested, offer police use of division phones or office space.
 If an arrest or major incident occurs, notify the full-time Supervisor immediately
 Complete the appropriate incident report, document factually, include police officer
badge numbers, and forward the report immediately to the full-time Supervisor.

Supervision of Participants
Program staff are responsible to supervise participants appropriately and actively as well as
know their whereabouts at all times. Staff must ensure that ratios are met and systems are in
place to ensure safety.

Program staff must implement a safe arrival and departure procedure at their program location.
Participants should only be released to designated individuals. Staff may ask for photo ID.

Supervision of Staff
Full-time recreation staff will regularly visit programs and provide feedback to part-time staff
regarding job performance. Part-time staff should feel free to contact their Full-Time
supervisor at any time.
 Investigation of incidents – Immediate supervisors will investigate any incidents involving
other staff. Part-time staff will have an opportunity to explain the circumstances.
 Dissatisfaction with Supervision – Part-time staff should discuss any concerns about
program operation or the supervision they are receiving with their immediate Supervisor.
If staff are dissatisfied, it is appropriate to involve the next level of organization.

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Valuables
Staff must not leave money or any valuables unattended, or agree to hold participants’
valuables. The City of Markham is not responsible for lost or stolen items.

Publicity, Promotion and Media

Media Relations
Recreation media relations efforts aim to communicate key messages and promote events and
programs to the media in a positive, consistent manner. Senior Management staff will act
spokespersons to respond to inquiries. Other staff may be designated a spokesperson on a
particular subject or event.

If you are approached or contracted by a member of the media and you are not an approved or
designated spokesperson, please ask the media to call Corporate Communications. Please be
professional in your conduct with the media, as anything you say or do may be recorded and
used as part of the news story.

Parents/Guardians Taking Photos/Videos

Patrons who wish to use a video camera or other cameras in any recreation facility must
receive permission from staff before filming. Pictures may only be taken of participants in their
care. Every attempt should be made to limit or eliminate other patrons in the background.

Use of Photographic Devices in Change Rooms and Washrooms

The use of photographic devices, cameras, video cameras, camera cell phones and personal
digital assistants are prohibited in all Recreation facility changerooms and washrooms.

Reporting

Child Abuse Reporting

The City of Markham is committed to protecting children from abuse and is obligated by law
under Section 72 of the Child and Family Services Act to report all cases of suspected abuse.
All staff must be trained on procedures when handling suspicion of child abuse prior to starting
employment with the City of Markham.

If a staff member suspect’s child abuse/neglect, or if a child has disclosed information about
their experience, the staff must report this directly to the Children’s Aid Society of York Region
by calling Intake at 1-800-718-3850.

Incident/Accident Reporting
Report incidents, accidents that occur in the workplace on the Accident/Incident forms and
forward to your Supervisor or Coordinator. If the incident or accident is urgent, also make an
immediate verbal report by calling or emailing your full time Supervisor immediately.

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Policies and Procedures- Staff Related
Absence
Part time staff that are unable to work due to illness or other unavoidable circumstances must
notify their full-time supervisor immediately. Staff failing to report for work, or who fail to notify
may be disciplined

Staff that wish to be absent for a shift for reasons other than illness must have this absence
approved by their full-time supervisor. Part time staff are responsible for finding a qualified
substitute for their class.

Conflict of Interest Policy

City of Markham employees are expected to conduct themselves with personal integrity, ethics,
honesty and diligence in performing their duties for the organization.

Employees are required to support and advance the interests of the organization and avoid
placing themselves in situations where their personal interests actually or potentially conflict
with the interests of the City.

A conflict of interest refers to a situation in which private interests or personal considerations

may affect an employee’s judgement in acting in the best interest of the City of Markham. It
includes using an employee’s position, confidential information or corporate time, material or
facilities for private gain or advancement or the expectation of private gain or advancements. If
you believe you may be entering into a Conflict of Interest, discuss the issue with your full-time
Supervisor.

Employee Assistance Program

The Employee Assistance Program offers short-term, confidential counselling information and
referral services for City of Markham employees and their eligible family members. The
counselling and referral services are provided for personal, legal, relationships or financial
issues. The EAP is City funded. There is no cost to you for short-term services.

For more information, please contact your full-time supervisor or the Human Resources
Department.

Fraud Prevention
The City of Markham is committed to protecting its revenue, property and proprietary
information and other assets. The City of Markham will not tolerate any misuse of
misappropriation of these assets. Any act of fraud that is detected or suspected must be
reported immediately. Part-time staff that suspect or have reason to believe that a fraud has
occurred are required to notify their full-time Supervisor immediately.

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Information Technology – Acceptable Use
City phones and City issued cell phones are for business or emergency calls only. Long
distance and personal call should not be made, unless in an emergency situation and only
when approved by the full-time Supervisor.

The use of personal cell phones or other communication devices is strictly restricted to work-
related functions, such as emergency calls.

Entertainment devices are strictly prohibited while on duty. At all times while on duty staff are
expected to remain focused on their responsibilities. Such electronic devices should be left at
home or locked away in a safe place at the work location. If these devices are brought to the
workplace, they must be turned off while you are on duty. This is a directive and compliance is
mandatory. Staff who do not comply with this directive may be subjected to disciplinary action
up to and including dismissal.

As a City of Markham employee, you are expected to conduct yourself in a professional,

courteous and polite manner that reflects the responsibility of your position. The perception of
the public in this regard is integral to our ability to provide high quality services and excellent
customer service. The use of personal cell phones or other communication and entertainment
devices project an image that you are being distracted from your work.

All contact with campers and their families and caregivers through e-mail or web-based
technology will be coordinated, directed and controlled by The City of Markham full time staff.

 Counsellors are not permitted to access social networking Internet sites during work
hours.
 Counsellors are not permitted to use any web based technology to contact campers
directly.

Lunch and Rest Periods

Each employee who works a shift of more than five (5) consecutive hours in duration shall be
afforded an unpaid meal break of not less than one-half (1/2) hour.

Performance Appraisals
Your performance at work is important. It is expected that while at work you behave
responsible and in a professional manner, and work in cooperation with your colleagues. Staff
performance appraisals are based on job descriptions.

Vulnerable Sector Screening

A satisfactory Vulnerable Sector Screening is the final condition of employment and must be
satisfied before a final offer of employment is made. The City reserves the right to refuse to
hire anyone who fails to provide a Vulnerable Sector Screening or whose Vulnerable Sector
Screening is unsatisfactory to the City.

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Payroll
Process
Staff will be paid by direct deposit every two weeks. Pay stubs will be available for you to view
online. If you notice a problem with you pay, it is imperative that you speak with your supervisor
as soon as possible.
All employees are paid vacation pay at a rate of 4% of their gross earnings. This money will be
paid each payday.
All staff must sign in for their hours on EPIC (online payroll system) after every shift.

Change of Personal Information

Please notify your full-time supervisor immediately upon any change of address, phone or e-
mail contact information during your employment with the City of Markham. Your T4 slip will be
available online by accessing your EPIC profile.

Hours of Work
Check with your full-time supervisor to confirm your assigned work hours, including arrival times
and duties. Staff are expected to arrive on time and ready for work.

Mileage Claims
Staff will be compensated for kilometres driven for City business. Staff must submit an
Expense Claim Form to their full-time Supervisor.

Statutory Holidays & Pay

Statutory Holiday pay is equal to an employee’s average day earnings in the eight pay periods
preceding the statutory holiday pay. This amount is automatically calculated by Finance in the
pay period.

All instructional programs are cancelled on statutory and/or designated holidays. However,
some recreational programs continue to operate on statutory and designated holidays.
 New Year Eve
 Family day
 Good Friday
 Easter Monday
 Victoria Day
 Canada Day
 Labour Day
 Thanksgiving Day
 Christmas Day
 Boxing Day

Staff Conduct
Recreation staff represent the City of Markham Recreation Services. Staff behaviours and
attitudes towards participants, parents and other staff including facility staff make lasting
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impressions on the public. Staff is expected to arrive on time and ready for work, and to dress
and behave in a manner that reflects their responsible positions. While on duty and working at
any City of Markham locations, the following behaviours are prohibited:
 Use of personal cell phone or other communication and entertainment devices
 Smoking
 Consumption of alcoholic beverages or drugs
 Abusive language
 Abusive behaviour or physical force
 Verbal and sexual abuse or harassment
 Internet access (unless approved by full-time supervisor)
 Bringing your child(ren) to work with you

Staff and volunteers must work collaboratively and cooperatively to inform each other of
situations that could impact the quality of programs.

Staff Uniforms
Part time is required to wear a current and approved uniform while on duty to ensure that they
are readily identified as a City of Markham Recreation employee, and to wear footwear both
safe and appropriate for their job function. Uniforms must be worn properly. Alterations that
significantly change the appearance of the uniform are not acceptable.

Uniforms must not be worn for personal social activities and must not be passed onto other
individuals. Part time staff is responsible for cleaning their uniforms and maintaining them in
good condition. Speak to your full-time supervisor to order replacement or additional uniforms.
Uniforms must not be donated to organizations such as Goodwill, Salvation Army, etc .but
should be returned to the employer.

First Aid Certifications, Training

All Recreation part-time staff must have and maintain a current Standard-First Aid CPR C.

Meetings/Training
Staff will be paid for meetings/training where attendance is mandatory

Staff Orientation
All staff will receive an orientation prior to their first shift that includes but is not limited to:
 Review of policies and procedures
 Facility orientation
 Overview of job descriptions and expectations
 Review lesson plans

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HIGH FIVE: Principles of Healthy Child Development (PHCD)
All staff that are working with Children ages 6-12 are required to have their High Five
certification. Training is based on the HIGH FIVE Principles: Caring Adult, Play, Friends,
Mastery and Participation.

Human Rights and Anti- Harassment Policy

Under the Ontario Human Rights Code, every person has a right to equal treatment by the City
of Markham, with respect to services and facilities, accommodation, contracts and employment.
The City of Markham has adopted the Human Rights and Anti Harassment Policy to ensure
ethical and respectful service and employment practices. Every person has the right to work in
an environment free of harassment.

Harassment means improper comments or conduct that a person knows or should know would
be unwelcome, offensive, embarrassing or hurtful. This includes comments, depictions, photos
or other posted items on the internet and social networking sites with limited access including,
but not limited to Facebook, Twitter and YouTube.

No person may be harassed because of race, ancestry , place of origin, colour, ethnic origin,
citizenship, religion, creed, sex, sexual orientation, age, record of offense, marital status, family
status or disability. Any person who persists in such behaviours may be guilty of harassment
and subject to discipline.

Staff are responsible to:

 Be familiar with their rights and responsibilities under the policy and the Ontario Human
Rights code
 Not engage in behaviour that would constitute discrimination or harassment
 Raise concerns as soon as possible if you have been discriminated against or harassed
 Document details of harassment discrimination that are experienced/witnessed
 Cooperate in interventions/investigations to resolve human rights/harassment issues
 Maintain confidentiality related to human rights investigations
 Report incidents of harassment/ discrimination or retaliation that they witness

Smoke free Workplace

All buildings operated by the City of Markham are designated as smoke free facilities. No one,
including staff and volunteers is permitted to smoke in any facility operated by the City of
Markham.

Workplace Violence
The City of Markham is committed to working with its employees to provide a safe work
environment. The City will not tolerate any acts of violence and will take all reasonable and
practical measures to prevent violence and protect employees from acts of violence. The City
is required to share information related to the risk of violence with employees including personal
information of a person suspected of violent behaviour.

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Violence includes:
 The exercise of physical force by a person against a staff in a workplace that causes or
could cause physical injury onto the staff even if the staff was not the intended target
 The exercise of physical force by a person against another person, in a workplace that
causes or could cause physical injury to the staff
 Any attempts to exercise physical force against a staff that could cause physical injury to
the staff
 A statement or behaviour that it is reasonable for a staff to interpret as a threat to
exercise physical force against the staff, in a workplace that could cause physical injury
to the staff

Staff is responsible for:

 Maintain a safe work environment whenever possible
 Not engage or ignore violent, threatening, intimidating or other disruptive behaviours
 Report promptly to the immediate full-time supervisor any incident where the employees
is subjected to, witnesses, has knowledge of, or has reason to believe that workplace
violence may occur
 Notify their full time staff and complete an Accident/Incident Report Form when a threat
or violent act occurs in a facility or program
 Be aware of appropriate methods to summon assistance, including notifying the full-time
supervisor and calling 9-1-1 if necessary.

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Signature Page

This Handbook Belongs To:

Name: Diya Patel

Work Location: Thornhill

I have read and understand the City of Markham Recreation Policies

Signed:

Date: 02/04/23

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